Safety at an outdoor corporate event: open area, water, forest

Organization of summer corporate events requires special attention to safety issues due to various factors related to conducting events outdoors. In addition to the mandatory development of an evacuation plan, inspection of transportation and electrical equipment, as well as medical support and participant insurance, organizers' responsibility also includes the need to consider various weather aspects and nuances of the natural venue. This includes the likelihood of precipitation, UV activity, terrain features, and local flora or fauna. In this article, the "Adventure" team will tell you how to make a summer event comfortable and peaceful, avoiding force majeure and excesses.

Safety at an Open-Air Venue

• If the event does not involve enclosed rest tents and lasts a long time, all participants should wear hats, sunglasses and high-protection sunscreen (SPF 30 or higher). 

• Any physical activity outdoors should take place before 11 a.m. or after 4 p.m. to avoid heatstroke and sunburn. To prevent heatstroke, also wear light-colored, lightweight clothing and rest in the shade from time to time.

• All event participants should drink water approximately every half hour to avoid dehydration. It is better to avoid drinks with high sugar and caffeine content, as they can contribute to dehydration.

• Direct sunlight can cause food prepared for participants to spoil. Therefore, it is better to order catering on site or use non-perishable, dry and canned foods for a camp kitchen. When having a barbecue, use cooler bags or cooling containers.

Water Safety

If the event takes place on the shore or beach and includes activities such as water polo, aerobics, swimming and so on, please note that:

• The area must be equipped and supervised. Avoid unfamiliar places, prohibited water bodies and locations without buoys. 

• You must not enter the water after dark, without warming up, if you have contraindications, when tired or intoxicated. 

• Do not leave children unattended or stay in the water for long to avoid hypothermia.

• If strong waves or currents occur, do not panic: try to swim parallel to the shore.

When using water transport at the event (motorboats, boats, jet skis, sailing yachts, canoes, kayaks), remember:

• Check the weather in advance to avoid storms, and check the vessel for damage and the equipment for proper working order.

• Always wear life jackets (and helmets if necessary), follow speed limits and navigation rules. 

• Do not overload the vessel or go out on the water if you are not confident in operating the transport. 

• Be sure to brief passengers on what to do in emergencies.

Safety in the Forest

• In summer, various insects become more active in the forest. These are primarily wasps and mosquitoes, but ticks should not be forgotten either. To protect against this danger, it is recommended to use repellents and wear long-sleeved outerwear and trousers. It is important to find out in advance whether any of the event participants is allergic to insect bites and to prepare antihistamines.

• Light campfires only in designated areas and strictly follow the rules for building them. Use prepared fire pits or create them in places away from dry grass and trees. Thoroughly extinguish campfires after use by pouring water on them and covering them with earth. Before leaving the site, make sure the campfire is completely out and cannot become a source of ignition.

• Woodland areas can be treacherous, especially for those unfamiliar with the terrain. Before setting out on a designated route, for example as part of a quest or hiking trip, make sure you have maps of the area, a compass or GPS device, charged gadgets, and flashlights. Event participants should stay with their teams and agree on meeting points in advance in case someone falls behind or gets lost.

• Do not pick unfamiliar plants, and do not gather or eat mushrooms or berries that you cannot accurately identify. In addition, do not drink water from local bodies of water, as it may be unsuitable for drinking.

• In the forest, you may sometimes encounter not only insects but also more dangerous animals. For example, venomous snakes, wild boars, foxes, bears, and so on. It is important to exercise caution and not try to approach them. In addition, during the event, store food and garbage in closed containers so as not to attract animals.

General rules for any venue — risk assessment, security and checkpoints, fire safety, and an emergency action plan — are collected in the article "Safety at Events: Rules and Methods of Ensuring It". Aventura takes on the organization of outdoor trips with these requirements in mind: corporate outdoor event, outdoor team building.